Job Description

Background

The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates

Under the guidance and direct supervision of the HR Analyst – Head of HR Unit, with matrix reporting to the CP Operations Specialist, the Human Resources Assistant provides HR services to the CP and CO ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented approach in the HR unit consistent with UN/UNDP HR rules, regulations, policies, and procedures.

Duties and Responsibilities

Support effective implementation of HR strategies.

Ensure full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
Collect information for UNDP’s participation in inter-agency exercises and surveys, such as comprehensive and interim local salary, hardship, and place-to-place surveys, in coordination with the direct supervisor.

Implement HR services for the CP, including recruitment and staffing.

Assist in drafting job descriptions and vacancy announcements, compile matrixes, and perform functions of Secretary in interview panels for actions delegated to CO. Provide support with the preparation of documentation to submit requests to GSSC for non-delegated actions.
Request creation and update of positions in ERP (or create positions if delegated) and facilitate association and update of positions to chart fields, in coordination with budget owners.
Track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through ERP.
Support the timely contract management actions, in consultation with the direct supervisor.
Provide information for cost-recovery bills in ERP for HR services provided by UNDP to other Agencies.
Maintain proper filing system for HR records and documents.
Provide administrative support to retirees as applicable.
Provide HR administrative support for the effective implementation of HR services to UNDP and partner agencies.

Support knowledge building and knowledge sharing in the CP and CO.

Participate in the training for the operations/CP/projects staff on HR issues and all relevant matters.
Make sound contributions to knowledge networks and communities of practice.

The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the Office, Organization.

Institutional Arrangement

The Human Resources Assistant will work under the direct supervision of the HR Analyst – Head of HR Unit with matrix reporting to the Project Manager – Head of CP Unit.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management	Communication	Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
HR	Recruitment Design and Management	Knowledge of, ability to design and manage end to end recruitment processes
HR	Assessment and Selection	Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs
HR	Payroll Management	Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports

Required Skills and Experience

Min. Education requirements	Secondary education is required. A university degree (bachelor´s degree) in Human Resources, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
Min. years of relevant work experience	Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant HR experience at the national or international level is required.
Required skills	Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.
Desired skills in addition to the competencies covered in the Competencies section	Prior relevant working experience with the UN/UNDP, an international organization or an international NGO. Experience in handling of web-based management systems (Quantum). Direct experience applying and ensuring compliance with UN/UNDP rules, regulations, policies, and procedures. Practical experience with the full range of administrative tasks, including processing HR transactions, managing contracts, tracking positions, and handling staff entitlements and benefits.
Required Language(s)	Fluency in English, Kurdish is required. Knowledge of Arabic language is desirable.
Professional Certificates	Specialized certification in HR is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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